Executive Assistant

The Talent⠀Acquisition⠀and⠀Innovation⠀(TAI)⠀Executive⠀Assistant⠀is a⠀member of⠀the TAI⠀Center of⠀Excellence⠀(CoE) for⠀RWJBarnabas⠀Health.⠀The⠀Executive⠀Assistant⠀will⠀provide⠀high⠀caliber,⠀comprehensive⠀support to⠀the Talent⠀Acquisition⠀and⠀Innovation⠀Leadership⠀Team by⠀managing⠀various⠀administrative,⠀clerical⠀and⠀project⠀coordination⠀tasks. The⠀ideal⠀candidate⠀possesses⠀strong⠀attention⠀to detail⠀and is⠀highly⠀self-motivated,⠀professional,⠀and⠀capable of⠀managing⠀their own⠀work load⠀in a⠀fast-paced⠀environment.⠀This role⠀will⠀report⠀directly⠀to the⠀Vice⠀President⠀of Talent⠀Acquisition⠀and⠀Innovation.

Essential Functions:

• Administrative⠀Support:⠀Manage day⠀to day⠀administrative⠀tasks and⠀calendars⠀for the⠀Talent⠀Acquisition⠀and⠀Innovation⠀Leadership⠀team.⠀Collaborate⠀with other⠀administrative⠀staff to⠀expedite⠀requests⠀and⠀coordination,⠀share best⠀practices⠀and⠀maintain a⠀productive⠀work⠀environment.⠀Manage⠀vendor⠀contract⠀filing,⠀invoicing⠀and⠀database⠀management;⠀order⠀supplies;⠀and upkeep⠀timecards.
• Meeting⠀and Event⠀Coordination:⠀Schedule⠀and⠀organize⠀virtual⠀and⠀on-site⠀meetings⠀or events.⠀This⠀includes⠀the⠀coordination⠀of⠀executive⠀interviews/meetings⠀and the⠀preparation⠀of⠀itineraries,⠀meeting⠀material,⠀travel⠀arrangements,⠀audio and⠀visual⠀needs,⠀space and⠀meal⠀reservations,⠀etc.
• Communication:⠀Coordinate⠀executive⠀communication⠀including⠀taking⠀calls,⠀greeting⠀visitors,⠀responding⠀to and⠀effectively⠀relaying⠀messages,⠀interfacing⠀with⠀internal⠀and⠀external⠀stakeholders,⠀and⠀overall⠀maintaining⠀timely and⠀professional⠀correspondence.
• Relationship⠀Management:⠀Foster⠀positive⠀relationships⠀with⠀vendors⠀and⠀stakeholders⠀at all⠀levels and⠀operates⠀as an⠀organization⠀ambassador⠀providing⠀excellent⠀customer⠀service at⠀all times.⠀Handle all⠀sensitive⠀and⠀confidential⠀information⠀with⠀discretion.
• Project⠀Support:⠀Assist⠀with⠀special⠀project⠀and⠀initiatives⠀as⠀assigned,⠀collaborating⠀with cross⠀functional⠀teams to⠀meet⠀stated⠀deadlines⠀and⠀expectations.⠀Research⠀data to⠀prepare⠀documents⠀for review⠀and⠀presentation.

Job Requirements:

• At least⠀three (5)⠀years of⠀prior⠀Administrative,⠀Executive⠀Assistant,⠀Project⠀Management⠀or related⠀experience⠀supporting⠀executive⠀leadership.
• Associate⠀s degree⠀required.⠀Bachelor s⠀degree⠀strongly⠀preferred.
• Extremely⠀detail-orientated,⠀proactive,⠀and able⠀to manage⠀multiple⠀priorities⠀simultaneously.
• Excellent⠀organizational,⠀interpersonal,⠀critical⠀thinking,⠀decision⠀making,⠀and⠀oral/written⠀communication⠀skills⠀essential.
• Must⠀work well⠀under⠀pressure,⠀be able to⠀anticipate⠀and adapt⠀to rapidly⠀changing⠀priorities/needs,⠀and remain⠀highly⠀flexible⠀in⠀continuously⠀reprioritizing⠀work to⠀accommodate⠀commitments⠀and⠀project⠀initiatives.
• Advanced⠀technical⠀acumen⠀with⠀proficiency⠀in MS⠀Outlook,⠀Word,⠀Excel and⠀PowerPoint,⠀and the⠀ability⠀and⠀willingness⠀to quickly⠀learn and⠀utilize⠀new⠀technologies;⠀experience⠀with Adobe⠀Acrobat,⠀web⠀maintenance/document⠀collaboration⠀software⠀(eg,⠀SharePoint),⠀and⠀virtual⠀meeting⠀platforms⠀(eg,⠀WebEx,⠀Teams,⠀Zoom)⠀strongly⠀preferred.